The TxEIS How To Guide Series. Business. How to: PROCESS TRS TEAM MONTHLY REPORTING. Developed by the TEXAS COMPUTER COOPERATIVE

Transcription

1 The TxEIS How To Guide Series Business How to: PROCESS TRS TEAM MONTHLY REPORTING Developed by the TEXAS COMPUTER COOPERATIVE

2 Copyright 2016 by Texas Computer Cooperative All rights reserved 1314 Hines Avenue San Antonio, TX

3 1 Contents 7BOverview... 3 Prerequisites... 3 Verify TEAM Indicators... 5 Set District HR Options... 5 Update Job Codes... 8 Update Employee Records... 9 Create ED Records Extract Employee Demographic (ED20) Records...13 Extract Contract and Position (ED40) Records...15 Manually Create ED Records...17 Create ED Adjustment Records...19 Create ED25 Demo Adjustment Records...19 Create ED40 (Contr & Pos) Records...21 Create ED45 (Contr & Pos) Adjustment Records...22 Create ED90 (Term) Records...23 Print the ED Report...24 Create the ED Submission File...26 Extract TRS Adjustment Days Perform Adjustment Days Maintenance Perform RP Adjustment Days Maintenance...31 Perform ER Adjustment Days Maintenance...32 Extract to RP Extract to ER Create RP Records Extract RP Records...35 Manually Create RP Records...38 Create RP25 Adjustment Records...39 Print the RP Report...40 Create the RP Submission File...42 Create ER Records Extract ER Records...45 Manually Create ER Records...46 Create ER Adjustment Records...48 Create ER25 (Add Adj) Records...48 Create ER27 (Edit Adj) Records...49 Print the ER Report...51

4 Create the ER Submission File Print the TEAM Reports Run the HRS TEAM TRS 3 Report Run the HRS TEAM TRS 489 Report Run the HRS TEAM Statutory Minimum Report Run the HRS TEAM TRS Non-OASDI Employer Contribution Report Run the HRS Payments for New Member Report Run the HRS Retiree Pension Surcharge Report Run the HRS Retiree TRS Care Surcharge Report Run the HRS FSP Staff Salary Report Run the HRS TRS On-Behalf Payment Journal Report Appendix

5 7BOverview This TxEIS How To guide provides information about the TRS TEAM monthly reporting process. Prerequisites This guide assumes you are familiar with the basic features of the TxEIS Business system and have reviewed the TxEIS Business Overview guide. Review the TRAQS vs. TEAM Overview guide. For more detailed information about individual fields, please see Help in TxEIS Human Resources. Access the TEAM Report Formatting Guide - ISDs, Charters, and ESCs for additional information and complete file record layouts. The guide can be found on the TRS website at teamreporting_data_elements. See the Appendix for TEAM record descriptions. This guide is based on TxEIS

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7 Verify TEAM Indicators Ensure that the necessary District HR options and employee indicators are present for TRS TEAM reporting. All employees including substitutes, part-time, and students must be reported each month regardless of their TRS status. TEAM reporting requires the following fields to be updated for all employees. You can use the Mass Update utility to update all of the fields except the Hire and Rehire Date fields. Hire or Rehire Date Contract Begin and End Date TRS Position Code Employment Type Set District HR Options Use the District HR Options page to indicate how you want to report actual hours and days worked for pay type 3 (hourly) and 4 (substitute) jobs. You can select whether you want to report the weekly scheduled hours, or the actual number of hours an employee worked. Pay type 1 (contracted) and 2 (non-contracted) jobs are reported based on their assigned calendar. The TRS workday calendar is used for employees who are not assigned to a calendar. Per TRS, each employee must have actual hours worked or hours scheduled reported. 5

8 Tables > District HR Options 1. Under TEAM District Options: z In the Use Pay Dates for TRS Month or Actual Date field, select one of the following options: ßß ßß Select A -Actual Hours Table Date to use the actual date from the actual hours worked table to determine the accumulated actual hours worked for a pay type 3 job. Also, use this option to determine the days worked for pay type 4 jobs. The actual date month and year must be the same as the TRS reporting month and year. Select P - Pay Dates for TRS Month to use the associated pay date from the actual hours worked table to determine the accumulated actual hours for a pay type 3 job. Also, use this option to determine the days worked for pay type 4 jobs. The associated pay date must be a processed pay date with the same month 6

9 and year as the TRS reporting month and year. The actual date is ignored. z In the Pay Type 3 - Report Actual or Scheduled Hours field: ßß Select A - Actual Hours to report actual hours worked for a pay type 3 job. Review the Use Pay Dates for TRS Month or Actual Date field selection to determine how the records are selected from the actual hours worked table. ßß Select S - Scheduled Hours to report scheduled hours worked for a pay type 3 employee. Note: Scheduled hours are always reported for pay type 1 and 2 jobs. 2. Click Save to save the changes. 7

10 Update Job Codes Use the Job Code table to update the FTE Hours field for all full-time jobs. This information is used on the ED40 (Contract and Position) record to report the number of hours an employee must work in order to be considered full-time. Tables > Job/Contract > Job Codes 1. Locate a job code, or click +Add to add a new job code. 2. In the FTE Hrs, type the number of full-time employee hours for the selected job code. 3. Click Save to save the changes. 8

11 Update Employee Records Use the Staff/Job Pay Data page to update the necessary TEAM reporting data fields. Maintenance > Staff/Job Pay Data > Employment Info 1. Retrieve an employee. 2. In the Employment Type field, select one of the following: z F - Half-Time or more z M - Temporary z P - Less than Half-Time z S - Substitute 9

12 3. If the employee is a retiree, in the Retiree Employment Type field, select one of the following: z C - Combination of Substitute and Half-Time or less z F - Full-Time z H - Half-Time or less z S - Substitute 4. If an employee is eligible for group insurance coverage as a retiree from Employment Retirement System of Texas (ERS), University of Texas (UT), or Texas A&M University, select the ERS Retiree Health Elig for current year eligibility, and select NY ERS Retiree Health Elig for next year eligibility. If selected, the employee does not pay the Member Insurance Contribution (IN), and the employer does not pay the Reporting Entity TRS-Care payment (RI) or Federal TRS- Care (FI) Maintenance > Staff/Job Pay Data > Job Info 10

13 5. In the TRS Member Pos field, select one of the following: z 01 - Professional staff z 02 - Teacher, librarian z 03 - Support staff z 04 - Bus driver z 05 - FT nurse/counselor z 06 - Peace Officers z 07 - Food service worker 6. For pay type 1 and 2 jobs, in the Weekly Hrs Sched field, type the employee s scheduled weekly hours for the selected job. 7. Click Save to save the changes. 11

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15 Create ED Records If the local education agency (LEA) has new employees or any changes to existing employee data records, use the Extract Data utilities to extract TEAM employment, and contract and position records. Extracting the data creates the TEAM records on the Data Maintenance pages. Data for each TRS position code must be reported. If an employee performs multiple job duties, a record for each position code must be reported. For example, if an employee works as a bus driver and a food service worker, he will have two records reported. Note: The TEAM process automatically tracks changes made to an employee s demographic record for the ED20 and ED25 records. Extract Employee Demographic (ED20) Records Use the Extract Data Employee Demographic (ED20) utility to extract demographic data such as the employee number, name, address, date of birth, gender, and contact information for all employees. Retirees are not included in the process. Skip this step if you do not have any new employees or changes to existing employees. Human Resources > Utilities > TEAM Submission > Extract Data > Employee Demographic (ED20) 1. Complete the applicable fields. 2. Click Execute. If there are no errors, the Extract Employee Demographic Data to ED20 Error report is displayed with a message indicating that the process was successful. 13

16 If any errors are encountered, address them as follows: z If a warning message is displayed, the data is extracted and you can address the issue(s) on the Utilities > TEAM Submission > Data Maintenance > Employee Data (ED) > ED20 (Demo) tab. z If a failure message is displayed, the data is not extracted and you must resolve the issue(s), and extract the data again. Or, manually create the record on the Utilities > TEAM Submission > Data Maintenance > Employee Data (ED) > ED20 (Demo) tab. Note: All records that are successfully extracted are created even if some records failed. 14

17 Extract Contract and Position (ED40) Records Use the Extract Data Contract and Position (ED40) utility to extract new or updated employee contract and position records. Note: The extract first uses data from the Wkly Hrs Sched field on the Maintenance > Staff Job/Pay Data > Job Info tab. If the field is zero, the extract uses the FTE Hrs field on the Maintenance > Tables > Job/Contract > Job Codes tab. If that field is zero, then the extract uses the Standard Hours per Workday field on the Tables > District HR Options page (the extract multiplies the field by five to get the hours per week). If the employee has multiple jobs and/or TRS position codes, the % Assigned (total percentage of the employee s responsibilities represented by each job) field from the Maintenance > Staff Job/Pay Data > Job Info tab is factored into the calculation. The extract informs TRS that the job is full-time (40 hours a week). Human Resources > Utilities > TEAM Submission > Extract Data > Contract and Position (ED40) 1. Complete the applicable fields. 2. Click Execute. If there are no errors, the Extract Contract and Position Data to ED40 Error report is displayed with a message indicating that the process was successful. 15

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19 z If any errors are encountered, address them as follows: ßß ßß If a warning message is displayed, the data is extracted and you can address the issue(s) on the Utilities > TEAM Submission > Data Maintenance > Employee Data (ED) > ED40 (Contr & Pos) tab. If a failure message is displayed, the data is not extracted and you must resolve the issue(s), and extract the data again. Or, manually create the record on the Utilities > TEAM Submission > Data Maintenance > Employee Data (ED) > ED40 (Contr & Pos) tab. Note: All records that are successfully extracted are created even if some records received a failure message. z Click Close to close the report page. Manually Create ED Records Use the Data Maintenance pages to manually create the ED records that were not included in the extract. Below is an example of creating an ED20 record. Use the ED40 (Contr & Pos) tab, and follow the same process to create an ED40 record. 17

20 Human Resources > Utilities > TEAM Submission > Data Maintenance > Employee Data (ED) > ED20 (Demo) 1. Complete the required TRS Month and TRS Year fields. 2. Click +Add. A new row is added to the grid. 3. In the Emp Nbr field, type or select an employee number, and press TAB to populate the fields on the page. 4. Enter the necessary data under Demo Information, Address, and Contact Info. 5. Click Save to create the ED20 record. 18

21 Create ED Adjustment Records In addition to manually creating ED records, the TEAM Data Maintenance tabs are used to create adjustments to previously TRS-submitted records. Create ED25 Demo Adjustment Records Use the ED25 (Demo Adjustment) tab to report adjustments to an employee s previously submitted ED20 (Demo) record. Note: If an ED20 record has been submitted and corrections are required, submit an ED25 record the following month. Do not send an ED20 and an ED25 record for the same employee in the same month. Human Resources > Utilities > TEAM Submission > Data Maintenance > Employee Data (ED) > ED25 (Demo Adj) 19

22 1. Complete the required TRS Month and TRS Year fields. 2. Click +Add. A new row is added to the grid. 3. In the Emp Nbr field, type or select an employee number, and press TAB to populate the fields on the page. 4. Enter the necessary data under New Demo Information, New Address, and New Contact Info. Notes: z If you need to delete data in a field, type X s for the maximum number of characters allowed in that specific field. z If any field under New Address is updated, you must complete all New Address fields. 5. Click Save to create the ED25 adjustment record. 20

23 Create ED40 (Contr & Pos) Records Use the ED40 (Contr & Post) tab to create a record that reports an employee s new employment and position records. The record reports contract and position information for each employee before the start of employment and before the submittal of regular payroll contributions for the first time. Human Resources > Utilities > TEAM Submission > Data Maintenance > Employee Data (ED) > ED45 (Contr & Pos) 1. Complete the required TRS Month and TRS Year fields. 2. Click +Add. A new row is added to the grid. 3. In the Emp Nbr field, type or select an employee number, and press TAB to populate the fields on the page. 4. Enter the necessary data under Position and Contract. 5. Click Save to create the ED40 record. 21

24 Create ED45 (Contr & Pos) Adjustment Records Use the ED45 (Contr & Post) tab to create a record that reports adjustments (edit, end, or delete) to an employee s previously submitted and TRS-accepted ED40 record. Human Resources > Utilities > TEAM Submission > Data Maintenance > Employee Data (ED) > ED45 (Contr & Pos Adj) Note: All Original Position and Contract fields must be completed along with at least one New field. 1. Complete the required TRS Month and TRS Year fields. 2. Click +Add. A new row is added to the grid. 3. In the Emp Nbr field, type or select an employee number, and press TAB to populate the fields on the page. 4. Enter the necessary data under New Position, Original Position, Adjustment, New Contract, and Original Contract. Under Adjustment Reason Code: z Select E - Edit, and verify that the Contract Begin Date matches the originally submitted Contract Begin Date as the ED45 will void and replace the original contract. 22

25 z Select N - End to update the Contract End Date. If the employee is changing positions, a new ED40 with the new Contract Begin Date must be submitted. z Select D - Delete to delete an employee submitted in error, or an employee who resigned prior to performing any duties. 5. Click Save to create the ED45 adjustment record. Create ED90 (Term) Records Use the ED90 (Term) tab to create a record that reports an employee who no longer has a contract or work agreement with the LEA. The tab is necessary to process refunds and other retirements. Skip this step if you do not have any terminations. Note: If the final transaction month was incorrectly reported on the previously submitted ED90, you must submit a new ED90 to replace the original reported month. Human Resources > Utilities > TEAM Submission > Data Maintenance > Employee Data (ED) > ED90 (Term) 23

26 1. Complete the required TRS Month and TRS Year fields. 2. Click +Add. A new row is added to the grid. 3. In the Emp Nbr field, type or select an employee number, and press TAB to populate the fields on the page. 4. Enter the necessary data under Termination and Final Pay. 5. Click Save to create the ED90 record. Print the ED Report Print the HRS Employee Data (ED) report to verify the employee records to be sent to TRS. If corrections are necessary, use the TEAM Data Maintenance Employee Data (ED) page to make changes. Human Resources > Reports > TEAM Reports > Employee Data (ED) 1. Enter the applicable parameter data. 2. Click Run Preview. The reports are displayed in separate windows. 24

27 ED20 Record Report ED25 Record Report ED40 Record Report 25

28 ED45 Record Report ED90 Record Report Create the ED Submission File Use the Create Submission Employee Data utility to create a submission file containing basic employee information. Utilities > TEAM Submission > Create Submission > Employee Data 1. In the Report Date (MM-YYYY) field, type the month and year of the report in the MMYYYY format. 2. Click Execute. The Signature Data page and the text file are displayed in separate windows. 26

29 The text file name is automatically populated with TRSRPTED_TRSDistrictID_ ReportDate.txt. Save the file as it needs to be uploaded the TRS TEAM Reporting Entity Portal. Review the Total Records Submitted field on the Signature Data to obtain the number to be entered in the Reporting Entity Portal. z You can save the report as a.pdf or.xls file. z Click Cancel to close the report. 27

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31 Extract TRS Adjustment Days If you have any employees with leave docks that were processed through payroll leave transmittals for leave types with Use For Dock TRS Days selected on the Tables > Leave > Leave Type Description tab for the selected report date, use the Extract Adjustment Days utility to extract the data to the RP20, ER20, or ER27 records. If you need to make corrections to the data after you process the extract, navigate to the Utilities > TEAM Submission > Data Maintenance > Regular Payroll (RP) tab. If you have employees who were docked for leave, but the leave type does not have Use For Dock TRS Days selected on the Tables > Leave > Leave Type Description tab, navigate to the Utilities > TEAM Submission > Data Maintenance > Regular Payroll (RP) or Employment after Retirement (ER) tab to enter the data. Data is extracted for all employees including retirees. Human Resources > Utilities > TEAM Submission > Adjustment Days > Extract Adjustment Days 1. In the Report Date (MM-YYYY) field, enter the reporting month and year for this report. 2. Click Execute to display the extract report. 29

32 z Click Process. The records are processed, and a message is displayed at the top of the Extract Adjustment Days page. Note: Use the Utilities > TEAM Submission > Adjustment Days > Adj Days Maintenance > Regular Payroll (RP) or Employment after Retirement (ER) tabs if you need to make corrections to the data. z Click Return to return to the Extract Adjustment Days page. 30

33 Perform Adjustment Days Maintenance Use the following Adjustment Days Maintenance pages to manually add or modify adjustment day records. Perform RP Adjustment Days Maintenance Use the Adjustment Days Maintenance Regular Payroll (RP) utility to modify or add adjustment days for each employee. The page is automatically updated when the extract TRS adjustment days process is performed. The maintenance page includes leave docks that were processed through the payroll leave transmittals process for leave types with Use For Dock TRS Days selected on the Tables > Leave > Leave Type Description tab. Utilities > TEAM Submission > Adjustment Days > Adj Days Maintenance > Regular Payroll (RP) 1. To retrieve a specific record, enter data in the Emp Nbr or the Start Date fields. 2. To add an adjustment, click +Add. A new row is added. 3. Retrieve an employee and enter the necessary data in the adjustment fields. 4. Click Save to create the adjustment records. 31

34 Perform ER Adjustment Days Maintenance Use the Adjustment Days Maintenance Employment After Retirement (ER) utility to modify or add adjustment days for retirees. The page is automatically updated when the extract TRS adjustment days process is performed. The maintenance page includes leave docks that were processed through the payroll leave transmittals process for leave types that have Use For Dock TRS Days selected on the Tables > Leave > Leave Type Description tab. Utilities > TEAM Submission > Adjustment Days > Adj Days Maintenance > Employment After Retirement (ER) 1. To retrieve a specific record, enter data in the Emp Nbr or the Start Date fields. 2. To add an adjustment, click +Add. A new row is added. 3. Retrieve an employee and enter the necessary data in the adjustment fields. 4. Click Save to create the adjustment records. 32

35 Extract to RP25 Use the Extract Adjustment Days to RP25 utility to extract all adjustments from the Utilities > TEAM Submission > Adjustment Days > Adjustment Days Maintenance page that do not have an amount in the TRS Posted MO/YR field, and the month/year report date does not match the Begin Adj Date field. If the adjustment days are a result of a leave dock, and the employee has multiple jobs with multiple position codes, then the adjustment days are recorded for each TRS position code. Only the net difference days worked are extracted to the RP25 record. Retirees are excluded from the extract. Utilities > TEAM Submission > Adjustment Days > Extract Adjustment Days to RP25 1. Type the report date in the MMYYYY format. 2. Click Execute. A process successful message is displayed. 33

36 Extract to ER27 Use the Extract TRS Adjustment Days utility to extract adjustments from the Utilities > TEAM Submission > Adjustment Days > Adjustment Days Maintenance page. Only records that have the TRS Retiree field set to Y are extracted. If the adjustment days are a result of a leave dock, and the employee has multiple jobs with multiple position codes, then the adjustment days are recorded for each of the TRS position codes. No amounts are extracted to the ER27 record. Only net difference days worked, contract begin and end dates, and records with the default reason code set to E are extracted. Utilities > TEAM Submission > Adjustment Days > Extract Adjustment Days to ER27 1. Type the report date in the MMYYYY format. 2. Click Execute. A process successful message is displayed. 34

37 Create RP Records Use the following methods to extract the regular payroll (RP20) records, and make corrections and adjustments to previously submitted RP20 records. Extract RP Records Use the Extract Data Regular Payroll (RP20) utility to extract employee compensation and contribution information for the selected reporting period. During this process, TRS373, TRS 3, TRS 489, TRS non-oasdi, and child nutrition calculations are performed and interfaced to Finance. Multiple RP20 records should be submitted for employees with multiple TRS position codes; one RP20 for each TRS position code. If the various jobs fall within the same position code, only one RP20 record should be submitted per position code. Note: The extract first uses data from the Wkly Hrs Sched field on the Maintenance > Staff Job/Pay Data > Job Info tab. If the field is zero, the extract uses the FTE Hrs field on the Maintenance > Tables > Job/Contract > Job Codes tab. If that field is zero, then the extract uses the Standard Hours per Workday field on the Tables > District HR Options page (the extract multiplies the field by five to get the hours per week). If the employee has multiple jobs and/or TRS position codes, the % Assigned (total percentage of the employee s responsibilities represented by each job) field from the Maintenance > Staff Job/Pay Data > Job Info tab is factored into the calculation. The RP20 record informs TRS of the employee s weekly scheduled hours. For example, the employee works 20 hours a week as a part-time employee in a full-time job. Important: Run the Extract Adjustment Days utility prior to processing this extract. 35

38 Human Resources > Utilities > TEAM Submission > Extract Data > Regular Payroll (RP20) 1. Complete the applicable fields. z Since all of the data is extracted in a single process, be sure to enter the Finance Transaction Date, select the Accounting Period, and enter the Child Nutrition salary calculation from the TRS meals worksheet. Note: It is important that the Finance Transaction Date be entered only after all errors are corrected in order to prevent the general ledger from being updated multiple times, and avoid having to manually enter a correction journal entry. z Use the Maximum Days Worked and Hours Worked fields to retrieve warnings for employees who exceed the indicated maximums. z If an employee does not have any days worked for the month, you must select one of the following Default Zero Days Reason codes ßß A - Accrued Pay/Not Terminated 36

39 ßß ßß ßß C - Employee on less than 12-month pay schedule/not Terminated F - Final Pay/Terminated L - Leave without Pay z Under Child Nutrition, complete the applicable fields. Note: TEAM reporting requires that the TRS 3 and TRS 489 contributions based on eligible served meals is reported per employee. The TRS 3 contribution is not calculated for TRS new members. The entered salary is proportionately distributed to TRS-eligible employees who were paid from the same entered expenditure account code fund. 2. Click Execute. A list of report options (Process Warnings and Errors, TRS 373, Non- OASDI Employee Contribution, TRS 3, TRS 489, and Child Nutrition General Journal) is displayed. z Select the individual reports to be generated. Or, click Select All to select all reports or Unselect All to clear the report selections. z Click Cancel Reports to cancel the report process and return to the Regular Payroll (RP20) page. z Click Generate Reports to generate the selected reports. Notes: z Failure messages do not prevent RP20 records from being updated. All records that are successfully extracted are created even if some records received a failure message. z The TRS 373 and Non-OASDI reports include the general journals even if an interface is not being processed. 37

40 z If the actual hours worked table actual date is not within the begin and end date of the associated pay date, a warning message is displayed, and the hours for the actual hours worked record is not included. Manually Create RP Records Use the Data Maintenance RP20 (Payroll) tab to manually create, or make corrections to RP20 records. Human Resources > Utilities > TEAM Submission > Data Maintenance > Regular Payroll (RP) 1. Complete the required TRS Month and TRS Year fields. 2. Click +Add. A new row is added to the grid. 3. In the Emp Nbr field, type or select an employee number, and press TAB to populate 38

41 the fields on the page. 4. Enter the necessary data under Job Info, Monthly Amount, and Service Credit. 5. Click Save to create the RP20 record. Create RP25 Adjustment Records Use the RP25 (Payroll Adj) tab to report adjustments to an employee s RP20 record for a reporting period. You can submit adjustments to correct incorrectly reported information, or add a detail record that was not included in a previous report. This is a net difference transaction. At least one Adjustment field must be completed. Human Resources > Utilities > TEAM Submission > Data Maintenance > Regular Payroll (RP) > RP25 (Payroll Adj) 1. Complete the required TRS Month and TRS Year fields. 2. Click +Add. A new row is added to the grid. 39

42 3. In the Emp Nbr field, type or select an employee number, and press TAB to populate the fields on the page. 4. Enter the necessary data under Job Info, Monthly Amount, Service Credit, and Adj Report Period. 5. Click Save to create the RP25 adjustment record. Print the RP Report Print the HRS Regular Payroll (RP) report to verify the employee payroll records to be sent to TRS. If corrections are needed, use the TEAM Data Maintenance Regular Payroll (RP) page to make changes. Reports > TEAM Reports > Regular Payroll (RP) 1. Enter the necessary parameter data. 2. Click Run Preview. The report is displayed in a separate window. 40

43 RP20 Report RP25 Report z You can save the report as a.pdf or.xls file. z Click X to close the report. 41

44 Create the RP Submission File Use the Create Submission Regular Payroll utility to create a submission file containing a payroll contribution detail report for each employee on a monthly basis. The RP submission file is submitted after the last payroll of the month. Utilities > TEAM Submission > Create Submission > Regular Payroll 1. In the Report Date (MM-YYYY) field, type the month and year of the report in the MMYYYY format. 2. Click Execute. The Signature Data page and the text file are displayed in separate windows. The text file name is automatically populated with TRSRPTRP_TRSDistrictID_ ReportDate.txt. Save the file as it needs to be uploaded the TRS TEAM Reporting Entity Portal. Review the Total Records Submitted field on the Signature Data page to obtain the number to be entered on the TRS TEAM Reporting Entity Portal. 42

45 z You can save the report as a.pdf or.xls file. z Click Cancel to close the report. 43

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47 Create ER Records Create Employment after Retirement (ER) records for all retirees regardless of the retirement date or type. Retirees will only have one record reported each month. If a retiree is paid through a third party entity, the record needs to be manually created. Extract ER Records Use the Extract Data Employment after Retirement (ER20) utility to extract employment data for retirees regardless of the retirement date or type. The data is extracted from the payroll history to the Utilities > TEAM Submission > Data Maintenance > Employment after Retirement (ER20) tab, which creates the ER record. Human Resources > Utilities > TEAM Submission > Extract Data > Employment after Retirement (ER20) 1. Complete the applicable fields. 2. Click Execute. If any errors are encountered during the export process, the Extract Retiree Employment Data to ER20 Error report is displayed. 45

48 If any errors are encountered, address them as follows: z If a warning message is displayed, the data is extracted and you can address the issue(s) on the Utilities > TEAM Submission > Data Maintenance > Employment after Retirement (ER) ER20 Maintenance tab. z If a failure message is displayed, the data is not extracted and you must resolve the issue(s), and extract the data again. Or, manually create the record on the Utilities > TEAM Submission > Data Maintenance > Employment after Retirement (ER) ER20 Maintenance tab. Note: All records that are successfully extracted are created even if some records received a failure message. Manually Create ER Records Use the Data Maintenance ER20 (Employment of Retirees) tab to manually create ER records. Note: The Hours Worked, Days Worked, and Total Gross Compensation fields should be cumulative regardless of how many positions the retiree works for the LEA. 46

49 Human Resources > Utilities > TEAM Submission > Data Maintenance > Employment after Retirement (ER) > Employment of Retirees (ER20) 1. Complete the required TRS Month and TRS Year fields. 2. Click +Add. A new row is added to the grid. 3. In the Emp Nbr field, type or select an employee number, and press TAB to populate the fields on the page. 4. Enter the necessary data under Employment and Amount. 5. Click Save to create the ER20 record. 47

50 Create ER Adjustment Records Use the ER25 or ER27 tabs to create adjustments to a previously reported Employment after Retirement report. Create ER25 (Add Adj) Records Create an ER25 (Add Adj) record if you need to report an adjustment that adds a record to a previously submitted Employment after Retirement report. Human Resources > Utilities > TEAM Submission > Data Maintenance > Employment after Retirement (ER) > ER25 (Add Adj) 1. Complete the required TRS Month and TRS Year fields. 2. Click +Add. A new row is added to the grid. 3. In the Emp Nbr field, type or select an employee number, and press TAB to populate the fields on the page. 4. Enter the necessary data under Employment, Amount, and Adjusted Report. 5. Click Save to create the ER25 record. 48

51 Create ER27 (Edit Adj) Records Create an ER27 (Edit Adj) record to report an adjustment that edits or deletes an ER20 or ER25 record on a previously submitted Employment after Retirement report. A net difference transaction must be reported If you are adjusting one or more of the following fields: z Actual Hours Worked z Days Worked z Total Gross Pay z Pension Surcharge z TRS Care Surcharge The following fields must net to zero if you are deleting a record that was reported in error: z Actual Hours Worked z Days Worked z Total Gross Pay z Pension Surcharge z TRS Care Surcharge 49

52 Human Resources > Utilities > TEAM Submission > Data Maintenance > Employment after Retirement (ER) > ER27 (Edit Adj) 1. Complete the required TRS Month and TRS Year fields. 2. Click +Add. A new row is added to the grid. 3. In the Emp Nbr field, type or select an employee number, and then press TAB. 4. Enter the necessary data under New Employment, Original Employment, Amount, and Adjusted Report. 50

53 Note: Be sure to select the correct adjustment reason code (Edit or Delete) in the Reason Code field. 5. Click Save to create the ER27 adjustment record. Print the ER Report Print the Employment after Retirement (ER) report to verify the retired members employment records to be submitted to TRS. If corrections are necessary, use the TEAM Data Maintenance Employment after Retirement Data Maintenance page to make changes. Human Resources > Reports > TEAM Reports > Employment after Retirement (ER) 1. Enter the necessary parameter data. 2. Click Run Preview. The report is displayed in a separate window. 51

54 z You can save the report as a.pdf or.xls file. z Click X to close the report. Create the ER Submission File Use the Create Submission Employment of Retired Members utility to create a submission file containing employment information for retirees regardless of retirement date or retirement type. Skip this step if there are no new ER records or adjustments to report. Human Resources > Utilities > TEAM Submission > Create Submission > Employment of Retired Members 1. In the Report Date (MM-YYYY) field, type the month and year of the report in the MMYYYY format. 2. Click Execute. The Signature Data page and the text file are displayed in separate windows. The text file name is automatically populated with TRSRPTER_TRSDistrictID_ ReportDate.txt. Save the file as it needs to be uploaded the TRS TEAM Reporting Entity Portal. 52

55 Review the Total Records Submitted field on the Signature Data page to obtain the number to be entered on the TRS TEAM Reporting Entity Portal. z You can save the report as a.pdf or.xls file. z Click Cancel to close the report. 53

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57 Print the TEAM Reports Run the following TEAM reports, which contain data to be entered in the TRS TEAM Reporting Entity Portal. Where applicable, the amounts are reported from the job history record by TRS position code. Run the HRS TEAM TRS 3 Report Run the HRS TEAM TRS 3 Report to view federal fund and private grant data. Human Resources > Reports > TEAM Reports > TEAM TRS 3 Report 1. Enter the necessary parameter data. 2. Click Run Preview. The report is displayed in a separate window. Review the Grant Gross and Grant Deposit District Totals to be entered in the TRS TEAM Reporting Entity Portal. 55

58 Run the HRS TEAM TRS 489 Report Run the HRS TEAM TRS 489 Report to obtain Federal TRS Care data. Human Resources > Reports > TEAM Reports > TEAM TRS 489 Report 1. Enter the necessary parameter data. 2. Click Run Preview. The report is displayed in a separate window. Review the Grant Gross and Grant Care District Totals to be entered in the TRS TEAM Reporting Entity Portal. 56

59 Run the HRS TEAM Statutory Minimum Report 373 Run the HRS TEAM Statutory Minimum Report 373 report to obtain statutory minimum data. Human Resources > Reports > TEAM Reports > TEAM Statutory Minimum Report Enter the necessary parameter data. 2. Click Run Preview. The report is displayed in a separate window. Review the Non Federal Salary Above Adjusted State Minimum and TRS 373 District Contribution District Totals to be entered in the TRS TEAM Reporting Entity Portal. 57

60 Run the HRS TEAM TRS Non-OASDI Employer Contribution Report Run the HRS TEAM TRS Non-OASDI Employer Contribution report to obtain the non- OASDI contribution data. Skip this step if your LEA pays into social security. Human Resources > Reports > TEAM Reports > TEAM TRS Non-OASDI Employer Contribution 1. Enter the necessary parameter data. 2. Click Run Preview. The report is displayed in a separate window. Review the TRS Eligible Salary and TRS Non-OASDI Employer Contribution District Totals to be entered in the TRS TEAM Reporting Entity Portal. 58

61 Run the HRS Payments for New Member Report Run the HRS Payments for New Member report to obtain the salary paid and pension contribution grand totals. Skip this step if you do not have new TRS members. Human Resources > Reports > TEAM Reports > Payments for New Member 59

62 1. Enter the necessary parameter data. 2. Click Run Preview. The report is displayed in a separate window. Review the Salary Paid and Pension Contribution Grand Totals as these amounts will be entered into the TRS TEAM Reporting Entity Portal. Run the HRS Retiree Pension Surcharge Report Run the HRS Retiree Pension Surcharge report to obtain the salary paid, pension surcharge totals, and number of retirees. Skip this step if you do not have any retirees who pay a pension surcharge. 60

63 Human Resources > Reports > TEAM Reports > Retiree Pension Surcharge 1. Enter the necessary parameter data. 2. Click Run Preview. The report is displayed in a separate window. Review the number of retirees, Salary Paid, and Pension Surcharge Grand Totals as these amounts into the TRS TEAM Reporting Entity Portal. 61

64 Run the HRS Retiree TRS Care Surcharge Report Run the HRS Retiree TRS Care Surcharge report to get TRS Care surcharge total and the number of retirees. Skip this step if you do not have any retirees who are paying a TRS Care surcharge. Human Resources > Reports > TEAM Reports > Retiree TRS Care Surcharge 1. Enter the necessary parameter data. 2. Click Run Preview. The report is displayed in a separate window. 62

65 Review the number of retirees and TRS Care Surcharge Grand Totals as these amounts will be entered into the TRS TEAM Reporting Entity Portal. Run the HRS FSP Staff Salary Report Run the Foundation School Program (FSP) Staff Salary to obtain the total number of full-time and part-time staff members to be submitted to the FSP system. Human Resources > Reports > TEAM Reports > FSP Staff Salary Report 1. Enter the necessary parameter data. 2. Click Run Preview. The report is displayed in a separate window. Review the number of full-time and part-time staff members to be entered in the TEASE FSP system. 63

66 Run the HRS TRS On-Behalf Payment Journal Report The report calculates the TRS on-behalf payments, creates a journal, and interfaces the amounts to Finance. There is an option to print the report for all existing pay periods or any combination of these pay periods. 64

67 Human Resources > Reports > TEAM Reports > TRS On-Behalf Payment Journal 1. Enter the necessary parameter data. 2. Click Run Preview. The report is displayed in a separate window. z Click Interface FIN to interface to Finance. z Click Cancel to close the report. 65

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69 Appendix If you have questions about when a record should be submitted, or why a record should be submitted, review the following table. ED20 (Demo) ED25 (Demo Adj) ED40 (Contr & Pos) ED45 Contr & Pos Adj) ED90 (Term) Record Type Submission Time frame Purpose The beginning of the school year and each month for new employees. A month following a submitted incorrect ED20 record. Before the start of employment and before the submittal of regular payroll contributions for the first time. Refer to the online Help for July, August, and September submittals. A month following an incorrect ED40 record. The same month that the final transaction for the employee is reported on the Regular Payroll Report. Reports employee demographic information. Reports an adjustment to a previously submitted ED20 record. Reports new employment and position records. Reports an adjustment to a previously submitted ED40 record. Reports employee terminations and process refunds or other retirements. RP20 (Regular Payroll) Monthly Reports TRS-eligible and non TRSeligible employees compensation and contribution information. RP25 (Regular Payroll Adj) Monthly Reports an adjustment to a previously submitted RP20, or to add a detail record omitted from a previous report. ER20 (Employment of Retirees) Monthly Reports employment information for retirees, regardless of retirement date or retirement type. ER25 (Employment of Retirees Add Adj) ER27 (Employment of Retirees Edit Adj) A month following a an incorrect ED20 record. A month following an incorrect ED20 record. Reports an adjustment that adds a record to a previously reported Employment after Retirement report. Reports an adjustment (i.e., edit or deletion of a record) to a previously reported record on an Employment after Retirement report. 67

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